Job Description

About the Role

We are recruiting a Legal Secretary to join our Hong Kong Personal Injuries and Insurance Department. This role will work closely with partners and case handlers, assisting them with their day-to-day needs, at times dealing with confidential information.

Key Responsibilities

• Providing secretarial and administrative support to the PI group as required.
• Answering and filtering telephone calls: liaising with external and internal clients and their secretaries; monitoring voicemail; dealing with queries and relaying messages.
• Incoming correspondence: checking electronic post items; opening/distributing post; dealing with mail-related queries; electronically scanning and saving post items to document management system.
• Outgoing correspondence: organising mail, by hand delivery and couriers, to ensure it is ready for the appropriate collection times.
• Photocopying/printing: photocopying, scanning and maintaining paper files; printing documents from email/disk/USB; preparing bundles/files.
• Client filing: maintaining electronic client files; indexing; trial bundles; archiving including arranging collections and retrievals from the off-site archive company.
• Communication: maintaining open and appropriate communication lines with internal and external clients at all times to ensure the firm's needs are met; work cohesively with secretaries and admin assistants from other regions.
• Prioritisation: managing and prioritising own workload to ensure work is turned around within agreed deadlines and timeframes.
• Excel Spreadsheet management; input; logging; merging and reporting data as required.
• Client filing: maintaining electronic and paper client files; indexing; trial bundles; archiving including arranging collections and retrievals from the off-site archive company.
• Billing: general billing administration process as directed. This may include but is not limited to, preparing and reviewing draft bills, and associated correspondence.
• Financial Administration: dealing with disbursement bills and processing third party invoices; preparing and processing expenses claim forms and dealing with cheque requisitions.
• Potential to cover receptionist when needed.
• Other related duties as required

About You

This role will suit someone who is flexible, proactive and be able to organise themselves well and prioritise their work; has a professional and proactive approach and a strong focus on client service provision.

To be considered for this position, candidates should possess the following attributes and skills:

• Prior experience working for partner(s) and fee earners in insurance/litigation/arbitration.
• Commercial law firm experience, ideally with experience in personal injuries.
• Language proficiency: English, Cantonese and/or Mandarin.
• Law firm billing experience.
• MS Office skills (Outlook, Word, Excel and PowerPoint).
• Strong verbal and written communication skills.
• Audio-typing skills and accurate typing (minimum speed 50 wpm).
• Excellent spelling and grammar.
• Excellent organisational skills.
• Ability to organise a varied workload and prioritise tasks to meet agreed deadlines.
• Flexible approach with willingness to accept a range of varying responsibilities.
• Strong attention to detail.
• Self-motivated, pro-active and able to use own initiative.
• Positive attitude and a team player.

The Firm

When you work at Clyde & Co, you join a team of 500 partners, 2,400 lawyers, 3,200 legal professionals and 5,500 people in nearly 70 offices and associated offices worldwide. Our values are the principles that guide the decisions we make, unite us in our endeavours and strengthen our delivery, for both our clients and our firm. We work as one, excel with clients, celebrate difference and act boldly. We are committed to operating in a responsible way by progressing towards a diverse and inclusive workforce that reflects the communities and clients it serves. We are devoted to providing an environment in which everyone can realise their potential, using its legal and professional skills to support its communities. We do this through pro bono work, volunteering and charitable partnerships, and minimising the impact it has on the environment, including through our commitment to the SBTi Net-Zero standard and the setting of ambitious emissions reduction targets.

Our Commitment

Clyde & Co is proud to be an equal opportunities employer. Our values encourage us to support fairness, celebrate diversity and prohibit all forms of discrimination in the workplace to allow everyone to excel at work. Therefore, we welcome and encourage all applications from suitably qualified individuals, regardless of background or identity. Learn more about our interview process.

A Note on Privacy

Please take a moment to read our privacy notice. This describes what personal information Clyde & Co (we) may hold about you, what it’s used for, how it’s obtained, your rights and how to contact us as a data subject.

If you are submitting a candidate as a Recruitment Agency Partner, it is an essential requirement and your responsibility to ensure that candidates applying to Clyde & Co are aware of this privacy notice.

This is the job description as constituted at present; however, Clyde & Co reserves the right to reasonably amend it in accordance with the changing needs of the business.